In addition to these basic system elements, there are other considerations for optimizing visitor management solution deployments. The first is integration with access control systems, and how to ensure that both systems operate in concert with each other. This enables lobby attendants to easily and safely provide temporary proximity credentials to guests through the visitor management system, rather than the access control system. Lobby attendants don't have to be familiar with the access system in order to provide temporary card privileges to visitors.
The information entered into the visitor management system during check-in is seamlessly passed to the access control system. A proximity card for the visitor is activated in the access system using the information entered into the visitor software. Then, when the visitor leaves the facility, they are checked out by the visitor lobby system and that card is automatically deactivated. If visitors inadvertently leave with their cards, the facility is still secure, because the visitor software passes the expiration date and time to the access system. The access card will no longer be valid after the specified date and time. If the card was stolen, it could not open anything.
Integrating visitor management with access control also eliminates the problems of having a supply of live cards at the reception desk for those who have forgotten their employee badges. The visitor system also has a record of all visitors who have been provided an access card, so there is a complete audit trail, including information about the dates and times when cards were active.
Another important visitor management element is watch lists and alerts. The creation of watch lists in the visitor system enables lobby attendants or security officers to be alerted within seconds when someone on these lists tries to enter the facility at a visitor check-in station. Users can screen against known malicious individuals, disgruntled ex-employees, fraudulent contractors, and others they want to bar from the building. Users also can integrate external databases with their internal watch lists. For instance, they can use this feature to guard against individuals on each state's sex offender database, or the database of government-denied parties. System alerts also can be used as part of compliance initiatives – for instance, to enforce requirements that contractors completed safety tests after their second facility visit. The lobby attendant can be alerted when the contractor is checking in for the second time, remind the contractor about the requirement, and direct him or her to the proper person. Other typical alerts include notifications to the employee being visited when a visitor checks in, when the organization has reached the maximum number of visitors to a particular location, when packages arrive, and when badges expire.